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Workforce management solution for employee workload planning
WFM system development
Create a more modern and efficient way to manage administrative processes — digital, simple, and user-friendly.
Goal
The client is a railway service provider based in Switzerland, specializing in maintenance operations and the development of railway safety systems. The company employs a total of 130 people across the country, with staff regularly traveling to sites to carry out service work.
All time tracking is managed in Excel. Managers collect reports from employees and upload them into SAP ERP to generate invoices within the system.
All time tracking is managed in Excel. Managers collect reports from employees and upload them into SAP ERP to generate invoices within the system.
Client tasks
1
Automate the collection of employee data and its transfer to SAP for invoice preparation.
2
Develop a consolidated workload overview by employees and projects.
3
Automate reporting.
4
Ensure a flexible system for managing user roles and access rights.
5
Integrate the system with an employee time-tracking module.
6
Develop a mobile application for field staff.
Our solution
The development team refined the client’s technical specification, adding critical details. This made it possible to provide an accurate timeline estimate and prepare a precise cost calculation.
The project was delivered using the Scrum methodology. In the first iteration, we developed a consolidated overview of employee and project workloads and gathered feedback on the need for filtering and user access control. In the second iteration, the client requested the addition of three types of reports: profitability, employee workload, and project performance.
We also set up automated report generation for workforce planning. The data is pulled from the time-tracking system, which records all types of employee absences—time off, vacations, sick leave, and personal requests. Reports can be generated for different time periods. Based on this data, a clear workload visualization is created, showing both the number of available working hours and the volume of planned work. This significantly simplifies workload analysis and resource planning.
The project was delivered using the Scrum methodology. In the first iteration, we developed a consolidated overview of employee and project workloads and gathered feedback on the need for filtering and user access control. In the second iteration, the client requested the addition of three types of reports: profitability, employee workload, and project performance.
We also set up automated report generation for workforce planning. The data is pulled from the time-tracking system, which records all types of employee absences—time off, vacations, sick leave, and personal requests. Reports can be generated for different time periods. Based on this data, a clear workload visualization is created, showing both the number of available working hours and the volume of planned work. This significantly simplifies workload analysis and resource planning.
We developed a project report that captures planned time allocated across projects.
In the profitability report, we incorporated planned profit by project. The report is generated based on projected employee workload, project hours, and hourly rates, making the profit forecasting process faster and more efficient.
We also developed the functionality of the final module, which includes two components. The first is a shared workload overview available to all users, along with three reports accessible only to managers. The second component is a flexible planning space, where managers can input required data for task execution and add notes.
The system was integrated with SAP, where the client stores project data as well as two types of hourly rates — standard employee rates and project-specific rates. This data feeds into the projected profitability report. If a project-specific rate is not defined, the system defaults to the standard rate, reducing the time required for invoice preparation.
We also integrated the system with the employee time-tracking module. It provides data on available capacity, taking into account both planned and unplanned absences, as well as recorded working hours by task. All task and project information is consolidated in a single system.
In the profitability report, we incorporated planned profit by project. The report is generated based on projected employee workload, project hours, and hourly rates, making the profit forecasting process faster and more efficient.
We also developed the functionality of the final module, which includes two components. The first is a shared workload overview available to all users, along with three reports accessible only to managers. The second component is a flexible planning space, where managers can input required data for task execution and add notes.
The system was integrated with SAP, where the client stores project data as well as two types of hourly rates — standard employee rates and project-specific rates. This data feeds into the projected profitability report. If a project-specific rate is not defined, the system defaults to the standard rate, reducing the time required for invoice preparation.
We also integrated the system with the employee time-tracking module. It provides data on available capacity, taking into account both planned and unplanned absences, as well as recorded working hours by task. All task and project information is consolidated in a single system.
- The invoice generation process became twice as fast thanks to automated data transfer for completed work.
- A multi-user access system with role-based permissions was implemented: employees can view their workload by tasks and deadlines, while managers have access to both workload data and business-critical reports based on it.
- The solution provides a clear and objective view of employee workload, enabling more accurate profit forecasting.
- Cost efficiency was achieved: developing a dedicated module with SAP ERP integration tailored to the client’s needs proved more affordable than customizing the standard SAP functionality.
- Administrative business processes were successfully digitized. The system comfortably supports up to 130 concurrent users.
Results
Timelines and Team
A team of 5 people
5 months
Technology stack
SAP
Java
Spring
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